Studio Operations Coordinator

O'Hara Interiors; Minneapolis (MN); On-site; Part time

Job summary

A creative design studio in Minneapolis is seeking a part-time Studio Operations Coordinator to maintain operational efficiency. This role requires prior experience in administrative and operations coordination, strong judgment, and the ability to operate independently. The ideal candidate will ensure studio organization, manage tech issues, and coordinate with external vendors effectively. If you thrive in a dynamic environment and possess excellent organizational skills, we encourage you to apply.

Qualifications

• Prior experience in administrative, operations, executive support, or facilities coordination roles.
• Comfortable operating independently with minimal day‑to‑day supervision.
• Strong judgment and ability to navigate ambiguity.
• Calm, professional demeanor and confidence interacting with vendors and internal teams.
• Highly organized with strong follow‑through.
• Proficiency with Microsoft 365 tools (Outlook, Teams, OneDrive).

Responsibilities

• Serve as a consistent, onsite operational presence in the Minneapolis studio.
• Ensure the studio is organized, functional, and professionally presented daily.
• Monitor studio condition and proactively address issues.
• Act as primary onsite contact for building maintenance and services.
• Manage daily and weekly priorities based on studio needs.
• Coordinate with external IT providers for technology issues.

Skills

Administrative support

Operations coordination

Problem-solving

Time management

Communication

Microsoft 365 proficiency

Job description

Studio Operations Coordinator (Part-Time, On-Site)

Location: Minneapolis, MN

Schedule: Part-time, approximately 24 hours per week (Monday–Thursday, ~6 hours per day)

About the Role

We are seeking a seasoned Administrative Coordinator to serve as a steady, independent operational presence in our Minneapolis studio. This role is designed for someone with strong judgment, confidence operating with minimal oversight, and the ability to manage ambiguity in a fast-moving, creative environment. The Administrative Coordinator plays a key role in ensuring the day-to-day stability of the studio, absorbing operational issues before they reach leadership, and keeping systems, facilities, and shared workflows running smoothly.

This is not an entry-level administrative role, and it is not a full Office Manager position. The right candidate brings experience, composure, and sound decision‑making and is comfortable taking ownership of how work gets done without needing daily direction.

Core Responsibilities

Studio & Facilities Operations (Primary Focus)

• Serve as a consistent, onsite operational presence in the Minneapolis studio.
• Ensure the studio is organized, functional, and professionally presented on a daily basis.
• Monitor the overall condition and rhythm of the studio and proactively address issues as they arise.
• Prepare the studio for internal meetings, vendor presentations, and team gatherings.
• Act as the primary onsite point of contact for building maintenance, service providers, and access coordination.
• Identify facilities‑related issues, determine appropriate next steps, and move solutions forward independently, escalating only when needed.

Operational Judgment & Coordination

• Independently manage daily and weekly priorities based on studio and team needs.
• Exercise judgment in determining what requires immediate action versus what can be addressed over time.
• Resolve routine operational issues without leadership involvement and surface only exceptions or high‑impact matters.
• Present leadership with proposed solutions when approvals are required, rather than open‑ended problems.
• Provide operational continuity that minimizes disruption to design, fulfillment, and leadership teams.

Technology & Systems Coordination (Escalation‑Oriented)

• Serve as the onsite escalation point when technology or systems issues are not resolved through standard third‑party IT support.
• Coordinate with external IT providers and software vendors to ensure issues reach resolution.
• Step in when issues fall outside the scope of third‑party support, such as connectivity interruptions or vendor‑specific software issues.
• Support physical workstation setup for new hires (monitors, peripherals, equipment).
• Maintain basic internal records related to devices and equipment.

Administrative & Front‑of‑House Coordination

• Coordinate closely with the Front Desk Coordinator to ensure front‑of‑house operations and shared administrative workflows run smoothly.
• Support preparation of internal materials, scanning, printing, and organization as needed.
• Assist with studio support for events, photo shoots, and special projects as time allows.

What This Role Is Not

To maintain clarity and alignment, this position does not include:

• Formal people management or HR responsibilities
• Payroll, benefits administration, or financial approvals
• Vendor negotiation or contract strategy

Qualifications

• Prior experience in administrative, operations, executive support, or facilities coordination roles
• Comfortable operating independently with minimal day‑to‑day supervision
• Strong judgment and ability to navigate ambiguity
• Calm, professional demeanor and confidence interacting with vendors and internal teams
• Highly organized with strong follow‑through
• Proficiency with Microsoft 365 tools (Outlook, Teams, OneDrive)